The Executive Committee meeting of the Oregon Coastal Quilt Guild was held by Zoom on September 17, 2020 and called to order at 10 am by President Diane Tillotson.  A quorum was present.

Diane led a discussion regarding possible needs of Guild members after the devastating fires in Lincoln County.  Nan Scott is going to put a post on the blog asking for members to let the guild know what needs they have.  

Approval of Minutes – Debbie Mosley moved that the minutes of the August Executive Board Meeting be approved as published.  Motion was seconded by Rose Shaw and passed by a hand vote.

Treasurers Report – Janet Sylvester presented the treasurers report and it was accepted as presented.

Janet reminded committee chairs that budgets are due. A question was raised regarding end of year donations. Nan Scott explained that several of our outreach programs (Veterans Quits and Community Quilts) are considered charitable giving.  Janet reported that the 2020 budget will be moved forward for 2021 and committees need to send any needed changes.

Budget Questions – Merchandising expenses 2020 were $5500 (new logo design & new clothing items), $3800 for 2021 budget (other committee expenses the same); Storage Unit fee has increased from $160-180/year.  2021 Quilt ticket sales, Jane Szabo will order tickets.  A motion was made by Nan Scott to allow the ordering of 7-10,000 tickets. Motion was seconded by Becky Mershon and passed by a hand vote.

Old Business

September General Meeting had been postponed due to the wildfires.  The meeting was going to be a Show & Share on Zoom.  The meeting will now be held on Thursday, September 24th at 1pm on Zoom

A notice will go out on the BLOG to all members regarding the new meeting date.

Diane reported that the explanation  regarding membership dues had a good response and did a good job of clarifying why we have dues.  Membership dues renewals are due in December.

October General Membership Meeting will be a Zoom meeting, October 8th at 1pm.

Quilt Show Proposal – It was suggested that we discuss ideas to increase attendance and member participation in show.  Marie Hunter recommended that when we are able to meet in larger groups again, we should have a “Welcome Night “ to meet new members, explain what the different committees are responsible for and encourage participation in Quilt Show.   Recommend a Hospitality Night 1-2 times yearly and  include an invitation to 4-H.  It was recommended that we start a “buddy system” for new members to make them feel welcomed and encourage guild buddies to increase participation by new members.

Information regarding space, cost, etc for holding the Quilt Show at Chinook Winds will be gathered for consideration for future shows.  One negative to that space is the additional distance for south county members.


Jane Szabo moved that the 2021 Quilt Show be held at the Rec Center at the regular scheduled time.

Motion was seconded by Rose Shaw and passed by a hand vote.

Committee Reports

Challenge Quilt – Jean Amundson will put a notice on the BLOG regarding needing a chair for the committee.  A verbal request will be made at the Zoom general membership meeting.

Communications – Diane reminded everyone that if you have items for the BLOG they should be sent to Melisssa Hollenbeck.

Community Quilters– Lindanne Perdue reported there will be a second open house on October 1st at the quilt room in Waldport.  Theme for the day will be “Put It Together”, members are encouraged to attend and pick up sets of blocks to make quilt tops.  Everyone is encouraged to visit the beautiful new space.  Lindanne is the hostess for the month of October and will send information to Melissa for the BLOG with a picture.

Monthly Report:

  • Quilts Distributed 1/1/20 – 9/17/2020 162
  • SitUpon Pillows (After-school program) 14
  • Totes, general 53
  • CAC  pattern totes 15
  • Burp Cloths 46
  • Hospital Pillows 54
  • Pillow Cases 46
  • Oncology/Cardiology Bags 29
  • Doll Quilt   2

Quilt inventory is good, as we have not had any calls for quilts this month so far.  We anticipate there will be need once we contact our agencies again, which we do on a monthly basis.  We have several quilts needing to be quilted, but our quilters have been so busy.  Many, many thanks to all of them for taking community quilts sand doing them without charges.

We have had some inquires from our members as to donations for fire victims.  We haven’t received any requests, but we are putting the word out that we have quilts and other items if there are needs.  If members are aware of anyone in need, please call Sue at 661-904-8130 or Lindanne at 209-627-7575.

Miscellaneous items needed: We are still in need of pillowcases (any motif; child, adult, male, female). We have kits available to enable members to whip them up quick.  The pattern for the “burrito style” case in on the website.


Collected: 1823               Delivered: 1629

We try to keep a small inventory on hand to meet urgent needs, but the need seems to be winding down.

We hosted an “open house” at our new location, Lee Palmer’s Tax Service in Waldport, on 9/3.  Members of the Merchandising Committee also set up a table to take orders on the new items with our beautiful bridge artwork.  There were about a dozen members who came to check out our space, and of course, we encouraged them to take some items home with them to finish  We will be hosting another open house on 10/1 from 10am-2pm, this time with a “theme’ TBA. 

Finishing School – Paulette Stenberg, we are finished for the time being.  Hopefully will be able to restart in January.

Hospitality – Georgia Sabourin reminded everyone to watch for information on New Member Social when allowed.

Library – Pam Grindell, no report.

Membership – Maria Hunter will send information for the BLOG regarding membership renewal.  Form in on page 16 of the membership booklet along with the address to mail the renewal to.

Merchandising – Becky Mershon reported that the new logo items will be for sale during the Community Quilters Open House in Waldport on October 1st.  Payment can be made by cash or check (no credit cards accepted).

There is a special discount price for guild members.   Items available, denim shirts, T-shirts, sweatshirts and hoodies.

Workshops & Programs – Jane Szabo and Janet DeSau reported the program for the October 8th General Membership Zoom meeting will be video presentations from  Nan Scott, Rose Shaw, Karen Donobedian and Phoebe Hein  sharing their “Sewing Studios and Organization Spaces. November meeting will show how quilting can be taught over Zoom.   

General Membership Meeting September 24th – Nan Scott reminded everyone to send Show & Share pictures to her so they can be shared at the meeting.

Quilters Surprise – Debbie Mosley, no report.

Guild Retreat – Georgia Sabourin reported that she is working on the 2022 Retreat with the Oregon Gardens.

Veterans Project – Rose Shaw reported the committee can use some additional help.  There are currently 13 quilts waiting for labels and 14 more requests.  There will be  a sew-in at the Siletz Grange on September 25th, space is full.  The committee will be making up kits to make medallions.  Currently out of quilts, 70 have been presented since January lst.  Block kits can be picked up at The Cove in Newport or Sew Hound in Siletz.  The Siletz Grange has been very generous in  letting the committee use the building space.  More quilters able to make “embroidered labels’ are needed. Additional Eagle panels have been ordered.  The committee has decided to use the Eagle panel for individual presentations and the Stars panel for groups.  Let the committee know if you’d like to help make quilts for this guild project.

2021 Raffle Quilt – Nan Scott reported the hanging sleeve and label are being put on and then it will be ready for display.  Nan has generously volunteered to provide “special gifts” for high ticket sellers.

The quilt will be displayed at the Albany Quilt Show, February 2-6. 2021.  Nan Scott will see that a postcard is made of the quilt.

The meeting was adjourned at 11:27am.


  • Veterans Quilt Project Sew-In   September 25th from 10am-4pm at Siletz Grange
  • Community Quilter’s Open House – October 1st from 10am-2pm at Lee Palmer’s building at 260 Willow Street, Waldport.
  • General Membership Meeting – October 8th Zoom Meeting at 1pm.
  • Executive Board Meeting – October 15th Zoom Meeting at 10am.
  • Respectfully submitted by Marian Brown, Co-Secretary OCQg

Printable Version:  http://www.oregoncoastalquilters.org/PDF/MinutesBoard200917.pdf